Transcript Welcome to the Team Training Seminar for District 7490 Bonnie F. Sirower District Governor 2012-13 District Team Training Seminar | 1 District 7490

Welcome to the Team Training
Seminar for District 7490
Bonnie F. Sirower
District Governor
2012-13
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RI Theme 2012-2013
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Six Areas of Focus
• Literacy and Education
• Water and Sanitation
• Entrepreneurial Projects
• Maternal & Child Health
• Disease Prevention
• Peace and Conflict resolution
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Role of the District Governor
• Organize new clubs
• Strengthen existing clubs
• Promote membership growth by working
with district leaders and clubs to establish
club membership goals.
• Support the Rotary Foundation through
program participation and financial
contributions .
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Role of the District Governor
• Organize new clubs
• Strengthen existing clubs
• Promote membership growth by working
with district leaders and clubs to establish
club membership goals.
• Support the Rotary Foundation through
program participation and financial
contributions .
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Role of the District Governor
Visit each club (sometimes multiple clubs) to:
• Focus importance on Rotary issues
• Provide special attention to weak clubs
• Motivate Rotarians to participate in service
activities
• Personally recognize the outstanding
contributions of individual Rotarians.
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Role of the District Governor
• Promote cordial relations among clubs and
between the clubs and RI
• Plan for and preside at the District
Conference
• Issue a monthly letter to the clubs
• Reporting to RI as required
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Role of the District Governor
• The buck stops here.
• Please, no kvetching. Problems? Just
pick up the phone and call, text or email if you have a problem, we can
always find another way to do things.
• Together, we can accomplish great
things.
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Role of the Chief of Staff
• Oversees all AG’s and Senior Mentor
Advisors
• Presides at District Staff Meetings
• Receives regular reports monthly from
above and analyzes them
• Collects all Planning Guides for Effective
Rotary Clubs and shares with Governor.
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Role of the District Governor- Elect
• Oversees Club Service Activities and Goals
• Works with AG’s and SMA’s, plus
Membership Committee to strengthen clubs
• Leads seminars on membership
• Plans PETS, pre-PETS, District Assembly
preceding his year
• Selects conference site for his year
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Role of the District Governor- Nominee
• Begin to prepare for role as Governor
• Serve as liaison to NJ State-wide
Vocational Assembly
• Select a site for District Conference
for his year
• Attend leadership skills training (RLI)
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Role of the District Secretary
• Prepares clubs for Governor’s visits
through e-mail and mail
• Takes notes and photographs at each visit
• Oversees attendance chair and “scribe” to
ensure that all information goes to RI.
• Collects Presidential Citations, information
on Directories, etc.
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Role of the District Treasurers
• Work with Trainer Joe Laureni and
DG Bonnie Sirower to prepare budget
• Set up procedures for purchase orders,
reimbursement of expenses
• Create regular reports re budget
including P&L statements and Balance
Statements.
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Role of the District Treasurers
• Write checks to all vendors for district
and keep track of all income and
expenses
• Ensure clubs’ compliance with RI and
district dues, filing of 990 forms for
clubs and District
• Train club treasurers on reporting
procedures and dues payment.
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How Committees Should Work
• Chairs recruit a committee for each task
• Each committee comes up with goals
• Goals must be SMART!
• Specific, measurable, achievable, realistic, timetabled.
• Committees should meet at least once a quarter
• Delegate and have a back-up person
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Preliminary Meeting Schedules
• PETS (March 23-24) at the Hanover
Marriott in Whippany
• AG’s and Club Presidents –Elect
• AG’s will meet with assigned clubs on
Saturday to start planning for the year.
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District Assembly
• Saturday, April 28 at 8:30 am in the
Tech Building at Bergen Community
College
• Presidents-Elect Approve Budgets
• Special Training for Secretaries and
Treasurers
• Website Training for all
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District Meeting Schedules/Formats
• District Staff Meetings will be held the
first Monday of each month (except
September and October at the Holiday
Inn in Hasbrouck Heights
• What would group like to see at
District Meetings?
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District Meeting Schedules/Formats
Seating to avoid cliques – attendees
choose colored paper and sit at that
table
Should we have discussions like this
year?
Show and Tell? Review programs?
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District Meeting Schedules/Formats
• By 8 pm, general Staff meeting will be over. It
will be followed by ½ hour meeting once
every quarter for the following groups:
1) Assistant Governors/Senior Mentor
Advisors) and Club Service
2) Service Groups: Vocational, New
Generations, Community Service
3) International Service/ The Rotary
Foundation
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District Meeting Schedules/Formats
• At each meeting, the Chairs who
belong to that group will review goals
and progress towards them
• Enlist support from others on District
Staff
• Re-assess goals when necessary
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Communications Plans
• District Directory
• Bi-weekly e-mailed bulletin (with some
mailed)
• Monthly newsletters e-mailed with some
mailed
• Two websites – one for District 7490 and
one outward facing (with District 7470) to
attract potential new Rotarians
• Social media
–
Facebook
pages
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Bi-weekly bulletin
Pro-active (before the fact)
(Sherry Wilson)
1.
What is going to happen in the District
2.
What clubs have to accomplish in the
next two weeks
3.
Important news in the Rotary world
4.
What club events are being held?
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District Directory 2012-2013
• On-line Directory will remain
• Smart Phone Directory for I-Phone, Droid,
and Blackberry being developed by PDG
Joe Laureni
• Printed Directory will be published by the
end of June.
• We are printing only the number of
directories that clubs tell us they need plus
enough for District Staff and Club
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Presidents
District Directory 2012-2013
Peter Kikot, Chair
• Additional directories will be sold for $5
• Cost for printing will likely be paid by from
directory advertising
• Directory advertising very important
• All District Staff and Club-Presidents will
have pictures both online and in printed
irectory.
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Session 1:
Role and Responsibilities
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Learning Objectives
• Define the role and responsibilities of
assistant governors and senior mentor
advisors.
• Identify important relationships at the club
and district levels.
• List examples of effective goals (SMART)
• Apply the elements of an effective club to
support Rotary clubs.
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Rotary Leaders
District Leaders
Club Leaders
• District governor
• Club presidents
• District governor-elect
• Club secretaries
• District governornominee
• Club treasurers
• District committees
• Assistant Governors
• Club committee chairs
• Club-level trainers
• Senior Mentor Advisors
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District Responsibilities
• Assist in developing district goals.
• Coordinate the governor’s official visit with clubs.
• Communicate clubs’ strengths, weaknesses, and progress
toward goals.
• Attend district meetings.
• Participate in Rotary Foundation programs, events, and
fundraising.
• Help develop future district leaders.
• Meet with incoming assistant governors to provide status
updates on clubs’ strengths and weaknesses.
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Club Responsibilities
• Help presidents-elect develop effective goals.
• Visit clubs at least four times a year.
• Monitor the progress of each club’s service projects.
• Encourage club leaders to attend district meetings.
• Motivate clubs to follow through on the governor’s
requests.
• Assist clubs in planning and scheduling the governor’s
official visit and attend all related club assemblies.
• Coordinate training with the appropriate district
committee.
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Effective Goals
• Shared
• Measurable
• Challenging
• Achievable
• Time specific
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Effective Clubs
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Learning Objectives
• Define the role and responsibilities of
assistant governors.
• Identify important relationships at the club
and district levels.
• List examples of effective goals.
• Apply the elements of an effective club to
support Rotary clubs.
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Session 2:
Working with Clubs
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Learning Objectives
• Identify the role of the assistant governor
within the Club Leadership Plan.
• List ways you can help clubs operate
effectively.
• Understand your administrative
requirements in supporting clubs.
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Club Leadership Plan
• Develop long-range goals
• Set annual goals
• Conduct club assemblies
• Ensure clear communication
• Provide continuity in leadership
• Amend club bylaws to reflect practices
• Increase fellowship
• Ensure every club member is active
• Develop a training plan
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Club Committees
• Club Administration
• Membership
• Public Relations
• Service Projects
• The Rotary Foundation
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Goals
• Before the start of the Rotary year, assistant
governors should help clubs set annual
goals.
• These goals should address elements of an
effective club and should support the club’s
long-range plans.
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Planning Guide for Effective Rotary
Clubs
• Contains assessment and goal-setting
sections for major areas of club
operations
• Includes strategies to achieve goals
• May be revised throughout the year
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Memo of Club Visit
• Tool for district leaders to assess club
effectiveness
• Final version serves as an official
record of a club’s annual progress
• Based on the elements of an effective
club
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Minimum Standards for Clubs
• Pays per capita dues to RI
• Meets regularly
• Ensures that members subscribe to appropriate
magazines
• Implements service projects
• Accepts the visit of the governor or assistant
governor
• Maintains appropriate liability insurance
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Minimum Standards for Clubs
(continued)
• Acts according to RI codes
• Pays dues without outside assistance
• Provides membership lists on time
• Resolves club disputes amicably
• Cooperates with district and RI by
avoiding litigation
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Club Visit
• Assess a club’s
progress toward
goals and the
strategies being
used
• Suggest solutions
to problems
challenging the
club
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Official Visit
• Motivate members
• Review the CLP
• Discuss Rotary issues
• Focus on new and
struggling clubs
• Recognize individual
efforts
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Learning Objectives
• Identify the role of the assistant governor
within the Club Leadership Plan.
• List ways you can help clubs operate
effectively.
• Understand your administrative
requirements in supporting clubs.
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Break-Out Session A
AG and Senior Mentor
Advisors
Role and Responsibilities
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Learning Objectives
• Define the role and responsibilities of
district committees.
• Define the role and responsibilities of
the district committee chair.
• Identify key relationships at the club
and district levels.
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District Committees
• Provide support and guidance to clubs.
• Help establish district goals.
• Plan strategies to achieve club and district goals.
• Promote and attend district training meetings and
the district conference.
• Manage communication between RI and the
district on the committee’s area of focus.
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Key Relationships
District leaders
Club leaders
• District governor
• Club presidents
• District governor-elect
• Club secretaries
• District governornominee
• Club treasurers
• Assistant governors
• Club committee chairs
• Club trainers
• Other district committees
members
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Effective Clubs
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Learning Objectives
• Define the role and responsibilities of
district committees.
• Define the role and responsibilities of
the district committee chair.
• Identify key relationships at the club
and district levels.
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Session 2:
Working with Clubs
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Learning Objectives
• Explain how district and club
committees will work together under
the Club Leadership Plan.
• Design a communication plan to
ensure clubs are aware of how district
committees can support them.
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Club Leadership Plan
• Develop long-range goals
• Set annual goals
• Conduct club assemblies
• Ensure clear communication
• Provide continuity in leadership
• Amend club bylaws to reflect practices
• Increase fellowship
• Ensure every club member is active
• Develop a training plan
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Club Committees
Club
Admin.
Membership
Public
Relations
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Service
Projects
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The Rotary
Foundation
District Committees
Club
Admin.
Membership
Public
Relations
Service
Projects
The Rotary
Foundation
Finance
Membership
Development
Public
Relations
District
Programs
The Rotary
Foundation
District
Conference*
Extension
RI
Convention*
Training*
* These district committees may work with more than one club committee.
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Working with Clubs
An effective communication plan
considers:
• Each club’s needs
• Example of successful projects
• Available resources
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Elements of a Key Message
• Examples of Rotarians in action — making
differences in their clubs, their communities, and
the world
• Committee goals and strategies to achieve them
• Links between club members and the committee
• Results from previous projects, plans, and
discussions showing the committee’s work with
clubs
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Presenting to Clubs
• Create an outline of your presentation.
• Demonstrate how the information shared will
address challenges.
• Begin with an example or vivid description.
• Be brief.
• Suggest ways that participants can access further
information and take action.
• Involve your participants.
• Conclude by summarizing the main points.
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8:1 Ratio
• It takes eight hours of
preparation to produce one
good hour of presentation.
• Before the presentation,
invest time to ensure it will
increase Rotarian
participation in activities
related to the committee.
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Learning Objectives
• Explain how district and club
committees will work together under
the Club Leadership Plan.
• Design a communication plan to
ensure clubs are aware of how district
committees can support them.
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Session 3:
Resources
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Learning Objectives
• Identify resources available to support
the work of clubs in the district.
• Advise clubs on how to access
resources.
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District Resources
• District committee members
• District governor
• District governor-elect
• District governor-nominee
• Assistant governors
• Past district leaders
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Club Resources
• Club officers and other club members
• Past club leaders
• Spouses and family of club members
• Rotary partners in service (Rotaract,
Interact, Rotary Community Corps)
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Community Resources
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Other Resources
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Learning Objectives
• Identify resources available to support
the work of clubs in the district.
• Advise clubs on how to access
resources.
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Session 4:
District Planning
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Learning Objectives
• Discuss the district’s goals for the
coming year.
• Identify areas of concern in the district.
• Develop strategies to address concerns.
• Determine the roles of district leaders in
addressing concerns.
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District Goals
• Increase membership by 10%
• Retain 90% of members
• Increase Rotary Foundation Giving by at
least 10% throughout District
• Start at least one new club
• Ensure every club runs at least one handson community and one International
Service Project
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Thank you for attending the
district team training seminar.
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